Request for Proposal Organizational Development Consulting Services
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February 4, 2020
RFP Number: _CEO012001_
Question Answer
If we are currently working with Napa County in another
capacity do we still need submit our Company profile in
the RFP response?
Yes, please include all requested elements of this RFP. This RFP is for
services . Therefore there will be a different selection panel which may or
may not be familiar with your company proposal.
Is this RFP for 1:1 coaching or for small teams? Both.
If the coach does not provide instructor led training, are
there additional resources that could be partnered with
the coaches services to help the individual and/or team?
Yes. The County has relationships with additional vendors who we can
partner with to create customized training to benefit a team.
Who are these services geared toward?There is no a pre-defined audience. The selected vendor(s) would be
matched with the individual and/or team on an as needed basis.
Does the place of business need to be in Napa County
(Monday-Friday) or is it acceptable for the services to be
accessible in Napa County Monday-Friday?
The vendor does not have to have a business address in Napa County but
the services must be made available in Napa County (in person, over the
phone, Skype (or another electronic means) to staff during normal business
hours, which are approximately Monday - Friday 8:00 - 5:00.
Do you anticipate extending the bid due date? No, not at this time.
Addendum No. 1 - Submitted Questions and Answers
Request for Proposal Organizational Development Consulting Services
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What additional details are you willing to provide, if any,
beyond what is stated in bid documents concerning how
you will identify the winning bid?
We will not be releasing any additional details regarding how a bid(s) will
be selected beyond the time period in which the review, selection, and
negotiation will take place (Monday, February 18 –
Friday, March 5, 2020, on page 2 of the RFP) and the Evaluation Process
(Item K , on page 7 of the RFP)
An evaluation team will rank the proposals received in accordance with the
terms of this RFP in the following manner:
Company History, Experience, and Qualifications (See Attachment B) – 40
points
Available Programmatic Elements/Scope of Work - 30 programs
Pricing / Rate Proposal – 30 points
Was this bid posted to the nationwide free bid notification
website at www.mygovwatch.com?No.
Other than your own website, where was this bid posted? This RFP was only posted on www.countyofnapa.org
Are these services intended to serve the entire agency or
one division in particular?
The services would be accessible to any Department/Division within the
County
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How does this RFP differ from the contract the County has
in place with certain vendors for Training Services?
This RFP is geared towards coaching for an individuals and potentially
teams. If the coaching process determines that training is needed, and the
coaching vendor is not able to provide the training, we will match the
coaching vendor up with one of our training vendors.
Are there any priority organizational issues to be
aware of?
No, not at this time. As opportunities arise the selected vendor(s) will be
matched with individual and/or team. If there are specific areas that need
addressing, the coaching vendor will be apprised of the areas prior to
engaging in services. In addition, as stated in the RFP (Page 11, Item (B)(A)
Scope of Work) the "vendor must commit to regularly scheduled
communication with Human Resources and Training and Organizational
Development about planned and executed individual, team, and
department activities." This regular communication will ensure that
individual, team, and organizational issues are addressed.
Is there a specific project that this effort will support?
No, not at this time. As opportunities arise the Training and Organizational
Development Officer and/or Human Resource Staff will partner with the
selected vendor(s).
Do you see this work as full-time, part-time or a
combination based on planned activity?
The amount of time will vary, and depend largely on the number of
individuals and/or teams the coaching vendor(s) are connected with and
the number of activities or initiatives involved. That being said, this work
will not likely result in consistent, full-time work.
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In terms of planning and organizing work (post
assessment), would Napa County Sponsors be
comfortable with Work Order Authorizations (WOA
process)?
The Work Order Authorization process is a way to have
mini-contracts about specific work that may become more
clear at a future date.
For example, after the assessment is done and there are
recommendations, each recommendation can be
reviewed for effort, priority and cost. This would allow
you/Napa Co. to understand very specifically what you are
authorizing in advance of the work being doing.
From a project perspective, Phase 1: I can plan with
accuracy for the cost of the assessment and
recommendations.
And then, for Phase 2, you/Napa Co. prioritize and choose
the implementation of particular recommendations, for
example a custom course or process
redesign/improvement. It puts you, the client, in the
driver's seat (so to speak!)
Yes, this is the manner in which the work would happen.
A request will come in from an individual, team, division, Department or
Human Resources. The vendor and the requestor/recipient will design the
work agreement and submit for approval against the contract allocation.
Depending on the size and need of the coaching recipient(s) the amount of
time and intensity in the planned services may vary greatly, and may need
to be adjusted over time.
Does Napa County have internal OD practitioners that will
be internal partners in this work?
Yes, the Training and Organizational Development Officer and members of
the Human Resources Department will partner with the coaching vendor
on a consistent basis. At times, more senior members of the coaches
Department leadership could be involved as well.
Has there been any Org Assessments previously done in
the past few years? If so, will a copy be provided to
vendor/consultants?
Organizational assessments have been conducted with various teams by
internal staff and by previous contractors. Where available, and applicable
to the work that the selected coaching vendor are doing with the matched
individual, team, or Department, the information with be shared.
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Do you have a budget in mind?
We do not have a budget in mind. We would tap into the services on an as
needed basis. While there may be an allocation at X dollar amount, there
may be some years (or periods of time) where we use all of that allocation
and others were we use only a portion of it.
Can you please let me know the process for registering
and receiving any addenda updates for this RFP?
Page 7 Item J Organization of the Proposal, Number 9 states
"RFP Addenda, if any. Any and all addenda shall include an
acknowledgment of receipt that must be returned. The acknowledgement
form must be signed and attached to the final response. Failure to attach
any acknowledgement form may result in the rejection of the final
response (See section L).
and
Page 9, Item N RFP Addenda states
"Any changes to the RFP requirements and answers to questions submitted
pursuant to the provisions of this RFP will be made by addendum. All
addenda shall include an acknowledgment of receipt that must be
returned. The acknowledgement form must be signed and attached to the
final response. Failure to attach any acknowledgement form may result in
the rejection of the final response. Addenda will be provided to all known
interested firms and posted on the County website."
To register for notifications, please see Napa County’s purchasing site
(https://www.countyofnapa.org/771/Purchasing) where one can complete
Vendor Registration and sign up for notifications when RFP’s are posted.
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I often collaborate with one of a number of highly skilled
and qualified subcontractors on an important project like
this - particularly if the scope is broad. If a subcontracting
arrangement is established with your approval, is that
something that will be considered for this work?
The qualifications of subcontractors will be considered if they are part of
the team proposed to provide services to the County. The County will only
enter into a contract with the selected vendor that submits for the RFP. If
the vendor works with other contractors to facilitate the work, (pursuant
to Section 16 of the Sample PSA Contract that is attached to the RFP) and
pays the subcontractor out of the funds received from the County for the
service rendered, the selected vendor is welcome to utilize additional
subcontractors. The County will not make payment directly to any of
vendor's subcontractors.
Do we need to be registered as a vendor with Napa
County BEFORE we submit a bid?
No, one does not have to be a registered vendor to submit a bid for the
RFP.
Are you looking to build a bench of qualified vendors or to
contract a single firm of coaches?
Only a single firm will be awarded a contract under this RFP, but there is no
limit on the number of coaches the firm employs.
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Have you performed any assessments, engagement or
culture surveys, or development/performance reviews
that would provide us data of the competencies,
behaviors, skills or attitude gaps that you seek to develop?
Would you like that service as a potential offering to
determine what content is needed?
Organizational, department, and team assessments have been conducted
with various teams by internal staff and by previous contractors. There are
two Departments that have, in the past, conducted Engagement Surveys,
and the County hopes to do one countywide in the future. The County is
also in the process of revamping it Performance Evaluation process and
recently acquired a software to assist with that. The new Performance
Evaluations Process/Design will likely include competencies.
Whenever the selected vendor enters into a coaching relationship, the
vendor will be given as much information as possible. Information will
definitely include a background on why coaching is being sought and what
the desired result is. Other information provided will likely include the
competencies, behaviors, skills or attitude gaps that would benefit from
improvement.
Since the information will be available, it does not seem that an additional
service would be needed to figure out said information.
Are there particular levels of the organization for which
these services are specified? Examples: Senior level,
Director-level, Leader of Leaders, Front-line Supervisor,
Individual Contributor?
Staff will be from all levels of the organization can be engaged in coaching
services.
Are these intact teams? Or cross-functional? All types,
varied? Are there virtual teams (do they all work together
physically, or do some work from home or otherwise)?
Most teams are intact; however, on occasion, there may be the need for
coaching in a cross functional team (as more of our business is moving
towards the need for collaboration across disciplines.) While some teams
may be a different County sites, at this time, there are no virtual teams
(work from home or out the County teams.)
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What is your process for choosing coaches? Does the
individual get to play a role in determining a match or is
this driven at the HR or organization level?
This has not been fully vetted, and may be determined by the vendor, HR,
OD, and/or the individual/team.
What length of sessions are optimal for your audience
(Examples: half-day, full-day, multiple consecutive days,
learning journey over time)?
We currently offer micro-training (lunch hour or shorter), 2-3 hour, 1/2
day, full day, and consecutive day training. The length of time is
determined on the need and the curriculum.
How will you reinforce the individual and team coaching,
et al? Are you seeking to develop your leaders into
coaches around the work being performed by a vendor
partner, to ensure longevity, accountability, or change?
Napa County is committed to the development of its staff and as such
provides several opportunities for learning and development. That being
said, for the purposes of this proposal/work, the coaching relationship is
between the vendor and the party/parties being coached. The
reinforcement method(s) will be determined by the vendor and
individual/team receiving service coaching, and may or may not be
applicable to the organization as a whole.
Are there any significant changes happening in the
organization that would benefit from change
management content around this development work?
The changes that are relevant to the coaching work that the employee and
vendor will engage in will be shared when two parties are matched.
Depending on the situation, change management content/work may be
necessary.
What is your experience with virtual instructor-led
training, web meetings, online learning? Do individuals all
have access to laptops or other tech used for such
purposes?
While virtual and online training opportunities are available to staff, they
are less utilized than instructor-led classroom opportunities.
Napa County has a computer training room, which staff can access for
group or individual web-based/virtual training. Staff can also use their
desktop computer. Not all staff have laptops.
Do you need support around communications and
implementation strategies to ensure the systemic roll-out
is successful? As opposed to an event-based approach?
While there may be a need, it is not the purpose or intent of this proposal
(on the larger scale.) That being said, communication support and
implementation guidance may be needed based on the coaching
agreement/relationship.
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How many staff (non-supervisory roles) are anticipated to
be included in the individual and team coaching and
development and/or training at Napa County?
This number will vary greatly, depending on the situation. It could be
working with one party in one capacity, and a team, division, or
department in another.
How many managers/supervisors are anticipated to be
included?
This number will vary greatly too. The number will depend largely on the
number of individuals and/or teams the coaching vendor(s) are connected
with and the number of activities or initiatives involved.
How many employees is the County expecting to involve
as participants in this development effort?
This number will vary greatly, depending on the situation. It could be
working with one party in one capacity, and a team, division, or
department in another.
How will employees be included as participants in project
activities (i.e.., mandated by superiors, at own discretion,
etc.)?
This will vary based on the situation. Some could come via request for
services, others could be through the encouragement of their senior
leadership, and others through the suggestion of Human
Resources/Organizational Development.
Can a breakdown of percentages of employees who would
be involved at different positions/levels in the hierarchy
be provided?
The number of employees at each level that are involved in the coaching
services will vary greatly. As a vendor enters into a coaching relationship
with an individual and/or team, the demographics of the individual and/or
team will be shared.
What learning or development objectives have been
defined by the County, and how much variation in
objectives exists between different departments,
positions, etc.?
Specific objectives, as they relate to learning, development, and coaching,
have not been defined by the County.
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How do the County’s objectives for this project support
the mission/vision/desired culture of County
Government? How is this priority relative to other internal
priorities for the County?
Napa County recently adopted its 2019-2022 Strategic Plan. Under the
pillar of Open and Effective Government is Goal 15. Strengthen effective,
efficient and fiscally responsible County operations, and Strategic Action E.
Invest in our workforce by improving strategies for recruitment and
retention and creating a workplace culture where individuals and
operations can thrive. Napa County sees providing coaching, learning and
develop as an essential recruitment and retention strategy.
During the Strategic Planning process, the County leadership re-committed
to the organizational values of Respect, Accountability, Integrity,
Dedication and Innovation
As with other organizations, there are always other competing priorities
and the County does its best to effectively balance all of them. There are
times were the situation may call for elevated attention, and other times
were other priorities climb into that elevated place.
Who is the sponsor for this effort? The BOS? The CAO?
The Department Heads? (i.e., where is this initiative being
mandated/supported?)
There is wide spread support for coaching and development; however,
sponsorship comes primarily from the County Executive Officer, Human
Resources and Training and Organizational Development. This is not a
mandated initiative.
How will the training and coaching be supported after the
project? For example, are there internal systems that will
be updated and maintained to make sure/support
knowledge and skills being used and carried forward?
Napa County is committed to the development of its staff and as such
provides several opportunities for learning and development. That being
said, for the purposes of this proposal/work, the coaching relationship is
between the vendor and the party/parties being coached. Should internal
systems need updating and maintenance after the commitment, that will
be a discussion between the coachee and vendor. If there are additional
resources after the coaching, that will be discussed on a case by case basis.
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Will previously copyrighted materials be protected from
“work for hire” regulations (for example, if the consultant
wishes to use materials for another client)?
Yes, the County asserts no rights to previously copyrighted materials.
How many in-person engagements are required (ex: on a
quarterly basis)? Will the county accept proposals that
limit the number of activities/ deliverables in order to
achieve a realistic budget for services?
The number of engagements needed are entirely dependent on the
coachee and vendor relationship, and may vary greatly by relationship.
What is the annual budget allotted to this project, both
for consulting and for staff-incurred costs?
We have not set a required costs maximum, minimum, or structure. We
can be flexible on the schedule and allocation. The plan is to tap into the
services on an as needed basis. While there may be an allocation at X dollar
amount, there may be some years (or periods of time) where we use all of
that allocation and others were we use only a portion of it.
What is the County’s commitment to carrying the effort
forward past the term of the contract?
The County is committed to a one-year contract with a vendor(s), which
has the option for renewal for up to three years. After three years, the
County would put the services out for proposal again. This action aligns
with nearly all contractual agreements the County enters into.
What is required for the cost proposal - unit pricing, time
and expenses with fee schedule, fixed fee, or other
approach?
We have not set a required costs maximum, minimum, or structure. We
can be flexible on the schedule. The plan is to tap into the services on an as
needed basis. While there may be an allocation at X dollar amount, there
may be some years (or periods of time) where we use all of that allocation
and others were we use only a portion of it.
Will County staff be involved in delivering any of the
services/trainings?
Should the vendor desire to have County staff involved in the delivery of
any training/ services, it can be discussed on a case by case basis. This is
possible, if it is desired by the vendor.
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Any labor unions for employees that will be involved as
participants in this project?
Traditionally the union is not involved in a coaching relationship. However,
it could be that the individual or team has met with Union Representative,
or has a member of, has close affiliation to, or serves as a steward to a
Union.
Are there any Napa County consultants expressing
interest in this project at this time?
We are not currently tracking the location of the consultants who have
expressed interest at this time.
You stated that there is no price minimum/maximum or
structure, and that services are expected to be rendered
on an as-needed basis. However, the RFP states the
proposal must "communicate your proposed price for
required services." (RFP pg. 6). What is the proposed price
supposed to be based on? It seems that the County would
require some form of unit pricing (ex: $$/hour or
$$/person/training) in order to evaluate proposals based
on price for undefined, as-needed services. Is this correct?
Yes, you are correct. We would like vendors to outline their unit pricing (ex:
$$/hour or $$/person/training, 1 hr. of Executive Coaching is $X, 1 Hr. of
Mid-Level Coaching is $X, etc.) If you provide training design or delivery
services, please describe that and state the fee (or range) for that service.
Napa County has not set a pre-determined scale / structure for these
services. Meaning bids do not need to be under X amount, or services less
that X/hr., etc.
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As a first step, is there a willingness/appetite to validate
the Org Development recommendations in the Strategic
Plan in order to help the consultant ensure the
information provided supports current needs?
Clarification: Will it be okay for the consultant to conduct
a mini assessment to confirm the training/coaching/OD
needs of the County?
The County will not meet with firms individually or provide any additional
information prior to the deadline for submitting Proposals, other than as
provided in the RFP and its Addenda.
Whenever a consultant/vendor is matched with an individual/team, the
Human Resources Department and/or the Training and Organizational
Development Officer will provide the consultant/vendor and the
individual/team with as much information as possible.
Clarification response: An organizational needs assessment for the entire
County is not in the scope of this RFP.
That being said, when a consultant/vendor is matched with an
individual/team, the consultant/vendor could, will likely, do an assessment
of the individual/teams needs.
Is there an org chart that can be shared so the proposal
can address more specifically to the number of employees
to be included in the coaching/development work?
Yes, an Org Chart can be shared; however, the number of employees
included in the coaching/development work does not have a correlation to
the number of employees in the County. Not every employee will be
engaged with Coaching Services. The Napa County Org Chart can be found
here: https://www.countyofnapa.org/DocumentCenter/View/366/Napa-
County-Organizational-Chart-PDF?bidId=
For compensation, is there a not-to-exceed fee that has
been established? Alternatively, is there a tiered fee
schedule that has been established for each year (since
this is a 3 year rolling contract)?
No. Napa County has not established a not-to-exceed feet, or a tiered fee
schedule for each year or for individual/team.
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Will the project sit with HR and will you be running point
for the project?
I think you are asking who will oversee the connection of the vendor and
the individual/teams recommended for, or requesting, coaching. This will
be a partnership between Human Resources, point of contacts being the
Human Resources Director, Assistant Human Resources Director, and
Principal Analyst over Employee and Labor Relations, and the Training and
Organizational Development Officer (myself).
Can you provide some examples of teams that would be
eligible for coaching? Or is that something the chosen firm
would help identify?
The individuals/teams that would receiving coaching would either be based
on a recommendation from the individual/teams leadership, Human
Resources, and/or Training and Organizational Development.
Individuals/teams can also request coaching. The request would be
coordinated through Human Resources and Training and Organizational
Development.
The teams will likely be intact teams looking to strengthen their
relationships; develop in a given area; address a concern; and/or build.
That being said, the factors leading up to a coaching request or
recommendation could be as vast and different as the individuals and
teams receiving services.
How many employees do you anticipate will be eligible for
coaching at a given time?
There is no a pre-defined audience. The selected vendor(s) would be
matched with the individual and/or team on an as needed basis. The
number of individuals and/ore teams the vendor(s) are matched with will
likely vary greatly through out the year but, will not result in full time work.
Will the chosen firm be a part of creating an evaluation
process for the trainings, coaching, etc.?
Yes, the vendor(s) can be a part of creating an evaluation process for the
training, coaching, etc.
Is the expectation ad hoc support for different groups
over the 3 years, or consistent support for a selected
group (of individuals and teams)?
The work will look more like Ad Hoc work with various individuals/teams
over the life of the contract (one year, with the option to roll over for up to
three years.) However, there may be some individual(s)/teams that
engaged more often or regularly with the vendor(s).
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Are there plans to pursue additional services to support
the 15E goal? Any planned efforts that we could/would
work in conjunction with?
No. Napa County issued a RFP in 2018 focused primarily on Instructor-
led/classroom training in support of Goal 15, Strategic Action E.
Have any organizational development, professional
development and/or coaching assessments been
performed? If so, might those help guide the
programmatic elements? If not, is
Organizational assessments have been conducted with various teams by
internal staff and by previous contractors. Where available, and applicable
to the work that the selected coaching vendor(s) are doing with the
matched individual, team, or Department, the information with be shared.
Is there a desired format or length of pages for the
Proposed Programmatic Elements section?No.
Is there any information on a proposed budget that can be
shared?
We have not set a required costs maximum, minimum, or structure. We
can be flexible on the schedule and allocation. The plan is to tap into the
services on an as needed basis. While there may be an allocation at X dollar
amount, there may be some years (or periods of time) where we use all of
that allocation and others were we use only a portion of it.
This Addendum must be signed as acknowledged and submitted with proposal.
Acknowledged________________________________________Date_________________
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